TRAVEL & ENTERTAINMENT REIMBURSABLE POLICY TRAVEL MANAGEMENT GUIDELINES FOR AGENCY CONTRACTORS, CONSULTANTS, AND SERVICE COMPANY PERSONNEL
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1 TRAVEL & ENTERTAINMENT REIMBURSABLE POLICY TRAVEL MANAGEMENT GUIDELINES FOR AGENCY CONTRACTORS, CONSULTANTS, AND SERVICE COMPANY PERSONNEL APPLIES TO: All Petrleum prductin units, perating units and/r ffices OVERVIEW The purpse f these Guidelines is t prvide further clarificatin and expectatin with respect t travel arrangements and reimbursable expenses fr Agency Cntractrs, Cnsultants, and Service Cmpany Persnnel wrking glbally n behalf f BHP Billitn Petrleum ( Cmpany ). POLICY Guidelines Apprvals Apprval fr Cmpany-reimbursable Agency Cntractr, Cnsultant, and Service Persn travel must be btained prir t bking travel r incurring cst, using the BHPB Travel Authrizatin Frm. Apprval fr Agency Cntractr, Cnsultant, and Service Persn travel fr extended rtatins may be granted n a campaign r prgram basis, rather than fr individual trips. If Agency Cntractrs, Cnsultants, and Service Persn d nt have access t Cmpany systems, the apprpriate Cmpany Manager is respnsible fr btaining travel authrizatin n their behalf. Agency Cntractr Travel Rtatinal Assignments: Travel and expenses, and pay fr the Agency Cntractr s Daily r Hurly rate while traveling frm hme t / frm the Labr Assembly Pint r Wrk Lcatin will nt nrmally be reimbursed by Cmpany. Where required fr specific market r business reasns, a PLT Member r the Wrldwide Drilling Manager may apprve reimbursement fr travel expenses between the Agency Cntractr s hme and the Wrk Lcatin r Labr Assembly Pint under the terms described in these guidelines. Additinally, if reimbursement applies, Cmpany will pay fr the Agency Cntractr s Daily r Hurly rate while traveling, under these circumstances: If the Agency Cntractr is nt able t travel frm hme t the Labr Assembly Pint r Wrk Lcatin n the same day that wrk cmmences, Cmpany will pay up t a maximum f ne day s nrmal rate. If the Agency Cntractr is nt able t travel frm the Labr Assembly Pint r Wrk Lcatin t hme n the same day that wrk ceases, Cmpany will pay up t a maximum f ne day s nrmal rate.
2 Travel & Entertainment Reimbursable Plicy- Issue 2 Octber, 2010 Page 2 If the Agency Cntractr is able t travel between hme and the Labr Assembly Pint r Wrk Lcatin n the same day that wrk cmmences r ceases, Cmpany will nt pay any Daily r Hurly Rate. Lcal Cmmuting Travel: Travel and expenses assciated with Agency Cntractr s cmmute t / frm hme t the Wrk Lcatin will nt be paid. Hurly Rates r Daily Rates assciated with travel t the Wrk Lcatin will nt be paid. Cmpany Business Travel: Cmpany will reimburse Agency Cntractr travel and expenses fr Cmpany business travel undertaken at Cmpany request frm the designated Wrk Lcatin, under the terms described in these Guidelines. Agency Cntractr s Hurly Rates r Daily Rates will be paid during nrmal wrking hurs during Cmpany business travel. Cnsultant and Service Persn Travel Cmpany will reimburse Cnsultant r Service Persn travel and expenses fr travel undertaken at Cmpany request frm the designated Wrk Lcatin. It is recgnized that Cnsultants r Service Persns may have their wn crprate travel prvider and travel and expense plicy that gvern their emplyees. If this is the case, apprval frm a PLT Member may be granted fr Cnsultants r Service Persns t fllw their wn plicies. Nn-prvisin f BHPB Amex Card Unless specifically authrized in writing by a PLT member, the prvisin f a Cmpany-issued Amex card t Agency Cntractrs, Cnsultants, and Service Persns is nt allwed. Use f BHPBillitn s Travel Prvider fr Cmpany-Reimbursable Travel Agency Cntractrs, Cnsultants, and Service Persns shall establish and maintain a prfile with the Cmpany s designated Travel Prvider. Agency Cntractrs, Cnsultants, and Service Persns shall utilize Cmpany s designated Travel Prvider t make airfare, htel, and vehicle rental arrangements. A Cmpany emplyee must make the travel arrangements n behalf f Agency Cntractrs, Cnsultants, and Service Persns, unless an exceptin is authrized by a PLT Member. Agency Cntractrs, Cnsultants, and Service Persns shall pay directly fr travel bked thrugh the Travel Prvider, and shall create and maintain a prfile with the Travel Prvider fr the purpse f prviding payment details. Payment fr authrized travel and expenses fr Agency Cntractrs, Cnsultants, and Service Persns shall be made by the fllwing methds, in decreasing rder f preference: Use any crprate card issued by the Cntractr Agency, Cnsulting firm, r Service Cmpany; r
3 Travel & Entertainment Reimbursable Plicy- Issue 2 Octber, 2010 Page 3 Use the persnal credit card f the Agency Cntractr, Cnsultant, r Service Persn; r Use the BHPB Amex card f the apprpriate Cmpany Manager. Where the Travel Prvider is unable t prvide travel services t the travel lcatin, Agency Cntractrs, Cnsultants, and Service Persns may make travel arrangements directly. Safe Travel Management System Agency Cntractrs, Cnsultants, and Service Persns embarking n Cmpany-reimbursable travel are subject t the requirements f PRO.006, Safe Travel Prcedure, and Petrleum HSEC Prcedure PHSE-PR-PRO PET: Safe Travel. The apprpriate Cmpany Manager is respnsible fr ensuring that any Agency Cntractr, Cnsultant, and Service Persn wrking under their directin are aware f and understand the requirements f these prcedures. Frequent Agency Cntractr, Cnsultant, and Service Persn travelers must establish and maintain a prfile in Petrleum s Safe Travel Management System (STMS). All travel must then be registered in the STMS. If the Agency Cntractr, Cnsultant, r Service Persn des nt have access t Cmpany systems, then the apprpriate Cmpany Manager may establish the prfile and register travel n behalf f the Agency Cntractr, Cnsultant, r Service Persn. Infrequent r ne-ff Agency Cntractr, Cnsultant, and Service Persn travelers may register their travel with the Emergency Cmmunicatins Center (ECC) in lieu f registering in STMS. Even if Cnsultants r Service Persns have their wn safe travel management system, they must register in STMS if they are traveling n BHPB business. Medical assessments may be required. If required they must be undertaken by a prvider rganized by the Agency Cntractr, Cnsultant, r Service Persn, and perfrmed t Cmpany s specificatin. Air Fare. Htels, and Rental Cars Agency Cntractrs, Cnsultants, and Service Persns shall fly n a preferred carrier bked via the Travel Prvider. Cmpany shall reimburse Agency Cntractrs, Cnsultants, and Service Persns fr the cst f air travel fr the mst direct rute t the apprved destinatin, specifically: Less than three (3) hurs flight time: Ecnmy/Cach Class Greater than three (3) hurs flight time: With pre-apprval by the apprpriate Cmpany Manager, Business Class (r First Class where nly tw classes f travel are prvided). Where multiple segments result in a cmbined flight time f greater than three (3) hurs, the apprpriate Cmpany Manager at their discretin may authrize Business Class. Nte, hwever, that the purpse f prviding Business Class airfare is s that the Agency Cntractr, Cnsultant, r Service Persn can arrive at the destinatin mre refreshed fr wrk. Accrdingly, Business Class airfare will nly be authrized fr arrival within 24 hurs f cmmencing wrk.
4 Travel & Entertainment Reimbursable Plicy- Issue 2 Octber, 2010 Page 4 Agency Cntractrs, Cnsultants, and Service Persns shall bk preferred htel/ldging accmmdatins via the Travel Prvider. Agency Cntractrs, Cnsultants, and Service Persns shall bk rental vehicles with preferred car rental cmpanies via the Travel Prvider. Rental cars shall be standard-size (medium t large) vehicles fr safety reasns. Agency Cntractr shall accept cllisin and damage waiver insurance but decline additinal insurance. Agency Cntractr must refuel rental vehicles prir t return t avid premium fuel surcharges levied by rental car cmpanies. Meal & Incidental Expenses Per Diems are nt accepted and will nt be reimbursed by Cmpany. Cmpany shall reimburse Agency Cntractrs, Cnsultants, and Service Persns fr reasnable and custmary travel expenses (e.g., meals, parking fees, cab fares, phne usage, and reasnable incidental expenses), up t an equivalent f US$100 per day. Unnecessary travel expenses such as mvies, bar tabs, excessive alchl charges and the like will nt be reimbursed. Original receipts are required fr all expenses claimed. Persnal Vehicle With Cmpany pre-apprval, Agency Cntractrs, Cnsultants, and Service Persns shall be entitled t reimbursement fr persnal autmbile mileage incurred while traveling at Cmpany s request, at the Cmpany s established rate fr each lcatin (e.g., IRS Standard Mileage Rate in the U.S.) at the time the expense is incurred. Mileage incurred cmmuting t and frm ffices, residences, r ther unapprved lcatins nt specifically allwed shall nt be reimbursed. Invicing All expenses shall be reimbursed at cst. Mark-ups r service charges applied by Agency Cntractrs, Cnsultants, and Service Persns r their emplyers will nt be paid. Original receipts are required fr all expenses claimed. Expenses claimed must be representative f the Agency Cntractr, Cnsultant, r Service Persn filing the claim. Expenses fr ther persns will nt be reimbursed. Credit card late fees will nt be reimbursed, nr will cancellatin charges unless the cancellatin is requested by Cmpany and the Agency Cntractr, Cnsultant, r Service Persn makes the cancellatin in a timely fashin. Expenses must be apprved by the apprpriate Cmpany Manager prir t submittal by Agency Cntractr, Cnsultant, r Service Persn fr reimbursement.
5 Travel & Entertainment Reimbursable Plicy- Issue 2 Octber, 2010 Page 5 Definitins Wrk Lcatin: The specified lcatin where Agency Cntractr, Cnsultant, r Service Persn wrk is t be perfrmed. Fr rtatinal assignments, Wrk Lcatin under sme cntracts may be the designated pint f embarkatin (e.g., shrebase r heliprt). Travel Prvider: The designated prvider f travel services t BHP BILLITON, currently Carlsn Wagnlit. Hurly Rates and Daily Rates: Payment rates as specified in the relevant cntracts. Cmpany Manager: The BHPB Manager respnsible fr directing the wrk f the Cntractr, Cnsultant r Service Persn. Related Dcuments PRO.006: Safe Travel Prcedure Petrleum HSEC Prcedure PHSE-PR-PRO PET: Safe Travel Related Frms Travel Authrizatin Frm
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